Estate Management Services for Post Office

Supply of Post Office Ltd Estate Management & Asset Valuation Services.

UK-London: property management services of real estate on a fee or contract basis

2012/S 67-110030

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Post Office Ltd
148 Old Street
Contact point(s): 1st Floor 35-50 Rathbone Place London W1T 1HQ
For the attention of: Chris Nicholass
EC1V 9HQ London
UNITED KINGDOM
Telephone: +44 2074414494
E-mail: chris.nicholass@royalmail.com
Fax: +44 2070956176

Internet address(es):

General address of the contracting authority: http://www.postoffice.co.uk

Address of the buyer profile: http://www.royalmailgroup.com/portal/rmg/jump1?catId=23200531&mediaId=23300561

Electronic submission of tenders and requests to participate: https://rmg.frictionless.com/fsguestvendor/vendordesktop/register?ui=ui3

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Other: Postal Authority

I.3)Main activity

Other: UK Postal Administration

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Supply of Post Office Ltd Estate Management & Asset Valuation Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: UK nationwide including N. Ireland and Scottish Isles.
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 800 000,00 and 2 000 000,00 GBP

II.1.5)Short description of the contract or purchase(s)

Post Office Ltd have a requirement for the supply of Estate Management and Asset Valuation services for approximately 550 Post office Ltd sites.
Key requirements will be to provide a full estates management service to include (though not limited to) day to day property management and valuation of the Post Office Ltd estate and all related lease advisory services as both landlord and tenant including lease renewals, rent reviews, dilapidation claim settlement and service charge and insurance calculation and management. Town Planning services will also be required. In addition transactional matters, acquisition and disposal of properties will be included where appropriate. Associated RMG/POL finance and data management and administrative processes must be followed (information related to the same is available upon request).

II.1.6)Common procurement vocabulary (CPV)

70330000, 70332200, 70332000, 70121000, 70220000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Post Office Ltd have a requirement for the supply of Estate Management and Asset Valuation services for approximately 550 Post office Ltd sites. For the avoidance of doubt the size of the estate is an estimation and may be subject to variation by way of increase or decrease.
Key requirements will be to provide a full estates management service to include day to day property management of the POL estate and all related lease advisory services as both landlord and tenant including lease renewals, rent reviews, dilapidation claim settlement and service charge and insurance calculation and management. Town Planning services will also be required. In addition transactional matters, acquisition and disposal of properties will be included where appropriate. Associated RMG/POL finance and data management and administrative processes must be followed.
Precise quantities are unknown due to unforeseen possible changes to Post Office Ltd Estate Strategy. Whilst it is anticipated that spend under the proposed Framework Agreement may be in the region of 450 000 GBP per annum there is no guarantee of spend or volume. Spend under the proposed Framework Agreement will be at such level as considered necessary to suit business requirements.
Estimated value excluding VAT:
Range: between 1 800 000,00 and 2 000 000,00 GBP

II.2.2)Information about options

Options: yes
Description of these options: After an initial 3 year contract period there will be an option to extend for a period(s) of up to 12 months.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A performance bond or parent company guarantee or other form of security may be required depending upon the organisation’s financial stability.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be detailed in the main Invitation to Tender documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Requests to participate will be accepted from groupings of economic operators (consortia). In the event of a successful consortium bid, the contracting authority may specify that the consortium member takes a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted. Where a subsidiary company is used, the ultimate parent company may be required to provide a guarantee in respect of the performance of the contract by the subsidiary before acceptance.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The selected contractor/s will be required to actively participate in the achievement of social and/or Environmental objectives. Accordingly contract performance conditions may relate in particular to social, environmental or other corporate social responsibility.
Further details of these conditions will be set out in the tender documents.
This contract will require staff working unsupervised on any Post Office Ltd sites to have undergone appropriate Security Vetting. Further details of this will be issued within the ITT if shortlisted.

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: All applicants to this notice will be required to complete a Pre-Qualification Questionnaire (PQQ). Royal Mail Group (RMG), on behalf of Post Office Ltd will use the information provided to evaluate the applicants’ business probity, financial standing, and technical capacity in accordance with the EU directives on the award of public contracts.
See VI.3 for information on how to register and access the PQQ.
Any interested applicant will need a minimum annual turnover of 1 800 000 GBP.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the PQQ.
Minimum level(s) of standards possibly required: Please refer to the PQQ.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the PQQ.
Minimum level(s) of standards possibly required:
Please refer to the PQQ.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 6: and maximum number 10
Objective criteria for choosing the limited number of candidates: Please Refer to the PQQ. The minimum and maximum refers to the number of operators who will be invited to tender.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: yes
Additional information about electronic auction: Post Office Ltd reserves the right not to conduct an electronic E Auction. Eligibility to participate in any E-auction will be set out in the ITT.

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

SP-0497

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

3.5.2012 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

To register interest in this OJEU notice, you should go to the Royal Mail Group Ltd SAP online registration site and complete the online registration with your company information. Here is the link to the site; https://rmg.frictionless.com/fsguestvendor/vendordesktop/register?ui=ui3.

You can copy and paste this into you web browser address line to access the page.
Once you have registered your interest you will be registered on the Royal Mail Group Ltd online event and you will then automatically receive your site link, user id and password (via an e-mail from “rmgfrictionless”) to gain entry to the online PQQ.
Once the PQQ event is open (from the publication date of this OJEU), use your log-on details to gain access to the online PQQ and commence your response immediately. The PQQ closes at 12:00 Noon (Midday) on Thursday 3.5.2012. All organisations that have registered will receive full instructions on how to participate in the online PQQ event. Post Office Ltd reserves the right to also use an electronic tendering process, again using E-Sourcing, for this procurement.
Section III.2 – Requests to participate must be made by supplying all of the information which is set out in III.2 above. This information must be supplied by the date and time specified in IV.3.4 above. The Contracting Authority may require suppliers to supplement or clarify the information submitted under III.2 above and may also undertake its own audit of the supplier to verify the information provided.
Tenders and all supporting documentation for the contract must be priced in sterling (unless otherwise specified in the contract documents) and written in English.
Any agreement entered into will be considered a contract made in England according to English law and will be subject to the exclusive jurisdiction of the English Courts.
Post Office Limited is not liable for any costs incurred by those expressing an interest or tendering for this procurement opportunity.
Post Office Ltd reserves the right to terminate the procurement process (or part of it), to change the basis of and the procedures for the procurement process at any time, or to procure the contract by alternative means if it appears that the contract can be more advantageously procured by alternative means. The most economically advantageous or any tender will not automatically be accepted.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

See VI.4.2

Body responsible for mediation procedures

See VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Any appeal under this procurement should be addressed to the contact at I.1 above.

VI.4.3)Service from which information about the lodging of appeals may be obtained

See VI.4.2

VI.5)Date of dispatch of this notice:2.4.2012